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Communication Management Knowledge Area

Project Mangement - overview of the Communication Management knowledge area within project management. Describes the 3 processes within Project Communication Management and the process groups impacted.


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Communication Management Knowledge Area

  1. 1. Project Communications Management Knowledge Area
  2. 2. Overview of Communications Management The required processes that work to utilize the most effective and efficient communication methods at each stage or process in the project
  3. 3. Project Communication Management Processes 10.1 Plan Communications Management 10.2 Manage communications 10.3 Monitor communications
  4. 4. Communication • Communication that occurs among the project team Internal Communication • Communication that occurs as part of the project with those outside of the project team External Communication • Communication of progress reports, meeting notes, formal meetings Formal Communication • Ad-hoc communication, emailing, or non-scheduled communication or discussion Informal Communication • Communication that occurs within the organization between people on different levels of the organization’s hierarchy Vertical Communication • Communication that occurs among peers within the organization Horizontal Communication
  5. 5. Communication • Authority to communicate, company sponsored or endorsed communication Official Communication • Off the record communication, communication not sanctioned by the company Unofficial Communication • Communication that is written rather than spoken – emails, instant messaging, company blogs, etc. Communication you see or read rather than hear Written Communication • Spoken communication, Communication you hear rather than see. Oral Communication • The tone of voice or infections of the oral communicator Verbal Communication • Communication that involves body language, typically only displays emotion about a subject Nonverbal Communication
  6. 6. Effective Communication • Active listening • Question ideas • Create a learning environment • Information validation or fact-finding • Conflict resolution • Managing expectations • Negotiation • Persuasion • Motivation or encouragement • Coaching • Summarizing and identifying next steps
  7. 7. 10.1 Plan Communications Management Part of the planning process group
  8. 8. 10.1 Plan Communications Management Performed in the Planning Process Group Developing the plan for project communication based on the needs of the stakeholders Documents the communication approach deemed most effective during planning
  9. 9. Communication Technology Defines how communication will occur Low technology communication such as in person or face-to-face Higher technology communication such as Internet, desktop conferencing,VR systems Communication choice can depend on: The urgency of the information The sensitivity of the information (confidentiality) Technology availability Project environment
  10. 10. Communication Model Encoding • The thoughts of one person are encoded or turned into language by the sender Transmit • The encoded information is sent using the chosen method of technology Decode • The receiver of the message translates the message so they understand it Acknowledgement • The message is received and is acknowledge Response • The receiver encodes their feedback on the message and sends it to the original sender
  11. 11. Methods of Communication Interactive Communication Multidirectional communication that allows for the back and forth communication between engaged individuals Back and forth conversation Push Communication Communication that is sent, but no assurance is received that the communication was decoded An email, reports, etc directed at someone who does not need to acknowledge the communication Pull Communication Communication that is stored and allows for receivers to collect on-demand Typically a centralized communication method that can include a knowledge base, repository, blog, or other method of storing communication that is not immediately needed and can be consumed as-needed
  12. 12. Communications Management Plan The primary output of the Plan Communications Process Provides which stakeholder will receive communication and which type of communication The frequency of communication Part of the Project Management Plan
  13. 13. 10.2 Manage Communications Part of the executing process group
  14. 14. 10.2 Manage Communications • Performed in the Executing Process Group • The process of creating, distributing, and consuming communication within the project • The execution of the Communications Management Plan
  15. 15. 10.3 Monitor communications Part of the monitoring & controlling process group
  16. 16. 10.3 Monitor communications • Performed in the Monitoring & Controlling Process Group • The monitoring and controlling of communication in the project to ensure that the communication plan is being followed or the communication is adequate for the stakeholders
  17. 17. Sources A Guide to the Project Management Body of Knowledge – PMBOK 6th Edition Joshua Render